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Quick Setup Guide

Created by: Ciara A

Modified on: Fri, 7 Sep, 2018 at 2:18 PM

Follow this Quick-ish Setup Guide to start selling on BoothBook as soon as possible!

Before starting, sign up to Stripeso that you can take payments online. Once signed up to Stripe, make a note of your Stripe API Keys (where to find them). Once logged in for the first time with your provided Admin username and password, you will be directed to enter some basic information to get you started (this information can be amended later if needed).

Step 1: Basic Information

Enter Business Name

Enter Business Email Address. Preferably use an email address that is matched to your domain name (e.g. info@yourbusiness.com) to avoid your booking and email notifications going into customers' spam folders. However, we can provide you with a yourbusiness@myboothbooking.com email address if you need and we'll forward it to your non-domain email address - simply request this via Help & Support in your dashboard.

Enter the Business Postcode / Zipcode and Country. This will be used when you click on a bookings venue postcode to plot your journey to a venue, and to calculate travel fees.

Enter a valid Currency Sign symbol for you and your customers to be able to see the currency used in places such as on the booking form or in your admin area eg. £, €, $ .

Choose whether Tax should be Included, Excluded or Disabled for when customers are making payments. Excluded Taxes will be added each time a customer payment is made. Included taxes are only shown in reports and invoices.

If your business does charge any tax, enter the Tax Name for your type of tax eg. Sales Tax or VAT.

Enter the Tax Percentage amount value of tax that your business is liable for. For example, for 8.5% you would simply enter 8.5.

Click Save Business Settings

Step 2: How Do You Take Bookings?

Select from How soon can a booking start, how far in advance customers can book eg. Same Day Bookings, 1 Day in Advance, 2 Days in Advance etc.

Select whether customers can pay a Deposit, the Full Balance, both or Pay Later when making a booking online from Customer payment options.

If using a deposit option, enter the amount of Deposit you'd like customers to pay when booking. If using Full Balance or Pay Later enter 0 in this field.

If using a deposit option, choose whether it's a Fixed amount (eg. £50) or a Percentage amount (eg. 50%) from the Format options.

Select a Preferred Contract & Terms method. Select Accept Terms Only for customers to simply tick a checkbox, select Sign Contract or both. If you enable contract signing, customers will be required to sign a contract before paying a deposit.

If your business charges any travel fees, tick Enable Mileage Charges. Any travel fees will be calculated based on your business postcode and the venue postcode a customer enters while booking.

In the Free Mileage Cap box, set the distance you are willing to travel for free based on one way.

Enter the Distance Units for what you want customers to see: Miles or Kilometers.

In thePrice per additional mile/ kilometerbox, set the price per mile/km that you will charge customers for every mile over the Free Travel Cap.

Click Save Business Settings

Step 3: What Are You Selling?

Customers need to be able to select a service to book so we need to create your first Bookable Unit TypeandBookable Units. A Bookable Unit Type is the type of service you want to offer customers eg. Photobooth, Magic Mirror, Memory Pod etc. In order for the system to manage the availability of your services, you also need to create a Bookable Unit for every individual unit you own. (You can add more Unit Types and Units later.)

For your first package (more can be created later), enter the Package Name eg. Basic Hire

Enter the amount of Hours that it covers eg. 3

Enter the Price of this package eg. 400.00.

ClickSave & Create Units

Step 4: How Would You Like To Take Payments?

BoothBook recommend that you use Stripe. Stripe is only 1.4% plus 20p whereas Paypal costs 3.5% per transaction. BoothBook also allows you to use Square Up to take payments. You can leave this blank and add details on your settings page later - but you wont be able to test payments until you do.

To set up Stripe, tick Enable Credit Card paymentsandEnable Stripe as a payment method.

Enter your Stripe Account Test Secret Key, Test Publishable Key, Live Secret Key and Live Publishable Key. (Please note: All 4 keys must be present, even if you don't plan on using test mode.)

Click Save Payment Settings

Step 5: Complete Initial Setup

Click Finish your account setup

You will be taken to your Edit Profile page, please set a mobile number, and change your password

Save this page. Your setup will not be complete until you save this page.

Click on the BoothBook logo in the top left or head directly to your subdomain eg. booking.mybusiness.com to see how the booking form looks at any time.

Step 6: Add & Edit Bookable Unit Types & Units

A Bookable Unit Type is the type of service you want to offer customers whereas a Bookable Unit manages the availability of your services. x1 Unit Type and x1 Unit was created for you during the Setup Wizard.

To add another Unit Type eg. Magic Mirror, go to the Assets (camera) icon on the tool bar on the left and go to Unit Types

Click Add a new Bookable Unit Type

Enter the Title of the Bookable Unit Type eg. Magic Mirror.

Add a Bookable Unit Image to show off your service at its best! Bear in mind that these images will be automatically re-sized and cropped to a square.

Click Save.

Edit any other Unit Types that you need to add an image or description for.

To add another Unit eg. Magic Mirror 01, go to the Assets (camera) icon on the tool bar on the left and go to Units.

Click Add a new Bookable Unit.

Enter the Titleof the Bookable Unit Type eg. Magic Mirror 01

Choose Unit Type/s that it belongs to eg. Magic Mirror

In the calendar area, enter any dates that the booth is Unavailable. Select the state Unavailable, double click on a day that it's not available eg. Christmas Day or block of multiple weeks if you haven't bought the booth yet. (When you start adding in bookings and customers start booking online this calendar will start filling up automatically with with Booked dates.

An Extra is essentially an add-on product that you are selling alongside Packages. This could be anything from USB Sticks to Green Screen to an Additional Hours Hire. Follow the next few steps if you offer Extras to customers. If you don't offer Extras products, skip to Step: 8.

Go to the Assets (camera) icon on the tool bar on the left and go to Extras.

Click Add a new Extras Product.

Enter the Title of the Extra product eg. USB Stick.

Choose Unit Type/s that this extra should be available for.

Enter the Price you want to charge customers for it.

Add an Image that shows off your product at its best! Bear in mind that these images will be automatically re-sized and cropped to a square.

A Package is an individual product that you are selling and allows you to set the cost of your services. x1 of these was set up for you during the Setup Wizard.

Go to the Assets (camera) icon on the tool bar on the left and go to Packages.

Click Add a new Package.

Enter the Title of the Package eg. Gold Package.

Select the Bookable Unit Type/s that this Package should be available to eg. Photobooth or Magic Mirror

Enter the Price you want to charge customers for it.

A simple Description to show customers why they should buy eg. The perfect package to wow your guests.

Select any Included Extras that are come with this Package. (When a customer selects this package during the booking process, they will see a list of extras that are included.)

Enter a Time Slot that this Package is available for eg. 2 Hours / 3 Hours / 1 Day.

Click Save.

Edit any other Packages that you need to add an image, description and any included Extras.

Step 9: Add Scheduled Notifications

Customers will receive a booking confirmation email once they Proceed With Booking, but you can also send notifications at certain times before or after a booking. This might be to send a payment reminder 7 days before a booking or a feedback request email 7 days after an event.

Go to the Configuration (cog) icon on the tool bar on the left then to Scheduled Notifications

Click Add a new Scheduled Notification, enter a title for the notification. This is an admin title only, and will not be shown to customers.

Configure your schedule

Choose whether you are sending an Email or an SMS

Choose the recipient eg. Customer

Choose the length and units of time and when it is sent eg. 7 Days Before theEvent Date

Configure your conditionals

Choose Booking DOES contain

Choose Balance Remaining

IF YOU DON'T SELECT ANY VARIABLES IT WILL SEND TO EVERYONE

If the message is an email, add a Subject line. (You may use variables)

Configure the notification content. Use the available variables to personalise the notification.

Step 10: Update Booking Form and Checkout Messages

With the Translatable area of the system, you can change text in areas such at the booking form, on checkout and in the client portal.

Go to the Configuration (cog) icon on the tool bar on the left then to Translate